4 Comprehensive Integrated Document Management (CIDM) Good management ofour records will ensure that our corporate memory is as complete as possible. In addition, it will allow us to improve our ability to retrieve and share information quickly in support ofdepartmental business and to preserve the history ofcanada, whether inresponse to dayto-day departmental business orin response to outside requests for information (researchers, Access to Information or Privacy requests, litigation, etc). Comprehensive Integrated Document Management Comprehensive IntegratedDocumentManagement (CIDM) isthe name for the suiteofproducts and businessprocesses designedto facilitate records & documentmanagementpractices across the entire department. With CIDM, all new corporate documents (electronic or non-electronic) - letters, reports, s, and even incoming paper correspondence will be captured, classified, centrally stored, and securely accessible by authorized users. Currently, the two core pieces ofsoftware in CIDM are Recorded Information Management System (RIMS) and Document Management System (DOCS). In the future it is planned to integrate Client-Server Correspondence and Issues Management System (CS-CIMS), with it as well. Recorded Information Management System (RIMS) RIMS is the records management software that all records offices across DIAND are using to do the following: maintain the subject file classification system; enter records retention & disposition information; apply Records Disposition Authorities; create and maintain file folders and volumes; circulate files to and amongst DIAND employees and researchers and track their return; maintain essential records information; integrate with DOCS so that management ofelectronic records can be coordinated with the management ofour paper files holdings; and report on records management activities. RIMS is used by Records Office staff; however, in some regions, access is being provided to other staffas well, to facilitate their operational role. DOCS. DOCS is the documentmanagement software that all DIAND employees will have at their desktops to do the following: store their documents 10 central repositories; electronically file their corporate records; contextualize each document by surrounding it with metadata (including such things as keywords, author name, document date, file number); easily retrieve documents through searches against the metadata or fulltext index; share documents or protect documents as the author sees fit, within DIAND;

5 version their documents ie. first draft, second draft, final, etc. Sound records & document management program is vital to delivering ourprograms efficiently and for keeping us responsible and responsive to Native Communities and Canadian taxpayers. Now CIDM delivers the tools and processes that make management ofour records and documents much easier and more comprehensive. For more infonnation, please call Yves Marleau, Manager, Corporate Records & Electronic Document Management at (819)

8 DIAND Records & Information Management Overview ofaccomplishments and Initiatives in Progress SvstemlProcedural Improvements Eight year ~ords backlog in HQ recoius office eliminated as well as four year backlog in the. Federal Records Centre. Providing assistance to regions with their backlogs both in their records offices and regional Federal Records Centres. An electronic System (RIMS) has been implemented to manage files in records offices in HQ and all regions this past year. Training to all records staff (HQ & regions) nearing completion. At HQ, the conversion of500,000 history cards to RIMS was completed this year. Similar undertakings are underway in the regions. Implementation last year ofan electronic docum~t management system (DOCS) in Claims Sector, BC region and Ontario region, with approximately 200 users. Implementation ofthe system innwt. Manitoba & Quebec regions began this year with another 600 to 800 users as part ofthe 1999/00 plan. Implementation for the rest ofthe department is planned over the next couple ofyears. An interim strategy for the preservation of s has been developed and will be implemented this fall. Guidelines for preparing policy documents in DIAND have been revised to include records management considerations. A, review ofthe Client-Server Correspondence and Issues Management System (CS.CIMS) has been completed. Recommendations are being actioned to address user issues and correct technical problems to improve tracking ofministeriai correspondence. Actively working with Northem Program regarding records issues relatijig to devolution of programs to Yukon Territorial Government The File Classification Manual has been simplified in consultation with regions. Implementation discussions are underway with Sectors. For more infonnation please contact: Claudene Pepper. Manager National Records Policy and Systems (819)

9 The Records Management Policy has been updated, and a new policy was developed: Pn li,cv, I for the Management ofrecords in Support ofprogram Devolution. Developed a business case to secure the necessary resources for the regions in order to help them with the History Card implementation to RIMS, backlog; and, detailed listings ofboxed records in the Federal Records Centres. OrganizatiOnal Arrangements' HQ Records office re-organized; renovated and more efficient Experienced records staffrecruited. A study was completed inthe summer of1998, in consultation with regions, to propose a new organizational structure for Records organization. Regions are presently in the process ofimplementation ofnew organizational structure, subject to their needs. WorkshopsrrraininglAwareness Sessions Records Management Training Progmm developed, delivered to regions and NCR - to d' nearly 200 participants ftom Records, Programs and First Nations. The coutse is now being delivered on an on-going basis, nationally. Two annual National Workshops held for Records Management staff. Directors ofcorporate Services also participated. Since April, five awareness sessions were held in the Learning Centre at HQ outlining initiatives relating to Records Management as well as the importance ofmanaging corporate records. Monthly sessions on going. Communications Developed and implemented records access procedures in HQ and regions for First Nations Claims Researchers in consultations with TARR Centres, LTS, Claims and ATIP. Strategy for managing records in DIANn was prepared and sent to all DGs and Directors in HQ Sectors and regions. A letter was sent to all ADMs and RDGs by ADM Corporate Services outlining the For more informarion please conraci: Claudette Pepper. Manager National Records Policy and SystemS (819)

10 guidelines for addressing records management issues in "devolution". A letter was sent to all Directors General and Directors to outline importance ofrecords keeping for program and other activities including for Y2K issues. An was sent by ADM Brent DiBartolo to all employees re : National Records and Information Management Week, the week ofapril 4-10, A letter was sent to.all ADM's, DG's and RDG's, signed oy the ADM, Corporate Services and the ADM, Claims and Indian Government, delegating authority to all DlAND employees to respond in a timely fashion to all informal requests for information. Communications Activities Currently Underway Develop and implement a Marketing and Communication Strategy. Prepare newsletters, communication materials and develop web site. Give briefings and presentations to ADMs and DGs and their management teams, as well as presentations at various DIAND workshops. Visit each region and give presentations to RDGs and their management teams as well as awareness sessions to staff. Linkages have been established with the Strengthening the Front Line initiative with Don Cooke, DG, Service Improvement to co-ordinate our records and information management efforts. For more infonnation please contact: Claudette Pepper. Manager National Records Policy and Systems (819)

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